Payroll Clerk

**Position Summary**

Reporting to the Director of Finance, the Payroll Clerk accurately collects, tracks, maintains and processes payroll and attendance data, including overtime, sick time, WSIB absences, reclassification schedules, seniority pay, and service pay. This includes preparing bi-weekly payrolls within strict timelines and ensuring all payrolls meet legislated requirements and the Kingston Police collective agreements. The position is responsible for enrolling new employees, calculating payouts for retiring/resigning employees, as well as paying officers for any off-duty assignment requests, and maintaining updated schedules and attendance banks. The Payroll Clerk also provides support to HR functional areas, including maintaining employee files, assisting with the onboarding of new employees, and preparing and generating reports as required.

The Payroll Clerk will provide backup for the Finance Clerk as required.

The position is based upon a 35-hour work week. The position is a weekly schedule of 8-hour days, Monday to Friday, typically 8:30am - 4:30pm, although the position requires flexibility and the ability to work overtime hours, which may include evenings or weekends as required to meet the operational needs of the organization.

**Company Bio**

Kingston Police, in partnership with the community, serves, supports, and protects the safety of everyone in the City of Kingston. Our vision is to establish the Kingston Police as an exemplary organization by inspiring public confidence, professionalism accountable policing, and increased safety demonstrated through trusting relationships with partners agencies and the diverse members of the Kingston community.

**Responsibilities**

Payroll Processing and Time keeping
- Administers timekeeping (OSL) and payroll (PeopleSoft) systems, maintain and update manual and computerized filing systems and Human Resources Information Systems software as required
- Perform a variety of tasks which are high volume, deadline sensitive and require sound decision making so all payroll related requirements and activities are met.
- Maintain all employee records for transfers, promotions, hours of work, pay increments, overtime, sick leave, vacation, bereavement/compassionate leave, and acting pay
- Verify and validate vacation and statutory holiday entitlements and monitor/track as per collective agreements, ensuring approvals are completed in a timely manner
- Maintain updated schedules and attendance banks
- Verify and validate sick bank usage
- Prepare documentation for leaves of absence, maternity and parental leaves, terminations, and retirements and submit to City Payroll
- Monitor wage progressions and reclassifications and update timekeeping system
- Prepare and submit to City Payroll time-sensitive documentation on periodic changes to members’ pay
- Process employee requests for overtime payment, verify their accuracy, and submit them to City Payroll
- Monitor, calculate, and process payments via payroll system for shift differential, specialist pay, service pay, and any other allowances for eligible members as per the applicable collective agreement
- Maintain ongoing calculations of seniority dates for part-time civilian employees
- Compile weekly time sheets for casual and permanent part-time members for payroll; enter and verify payment for casual and permanent part-time members’ hours through the scheduler
- Enter all part-time employee working hours into payroll system
- Complete manual calculations/checks and reconciliations where required
- Prepare WSIB time adjustments/calculations and submit to City Payroll
- Enter modified working hours for employees returning to payroll from disability or WSIB into PeopleSoft
- For members on maternity and parental leave, calculate annual vacation, statutory holidays, and training days/hours to which employees are entitled, as well as supplemental parental benefits
- Calculate and process termination payouts for retiring/resigning members
- Daily verify, enter, and maintain employee payroll data in the timekeeping and payroll system for full
- and part-time employees
- Calculate annual leave based on the applicable collective agreement and input into timekeeping system
- Maintain records of all sick leave, bereavement leave, compassionate leave, and WSIB absences,
- Process invoicing for secondments
- Prepare reports as required.

HR and Employee Support and Onboarding
- Prepare documentation for new employees (payroll, benefits,), create employee files, and submit documentation to City Payroll
- Enrol new employees into timekeeping system
- Create and maintain employee personnel files
- Reset PeopleSoft passwords as required for member access to online pay remittances
- Respond to members’ requests regarding their personal bank balances
- Enter employee contact information or name change into payroll system
- Prepare letters confirming employment when requested by employee
- Provide training in atte